Introduction
Electronic Data Interchange (EDI) is a standardized way for businesses to exchange business documents electronically—like order confirmations, invoices, and shipment status updates—without manual intervention. Instead of emails, phone calls, or paper forms, companies can automatically send structured data directly to each other's systems.
In the transportation and logistics industry, EDI is essential for freight brokers, shippers, and carriers to efficiently share load information and track shipments in real-time. Truckbase has built EDI capability into its platform so your business can seamlessly receive, manage, and fulfill load requests directly from your partners.
Why EDI Matters
The Problems EDI Solves
Manual Data Entry is Error-Prone
When load information arrives via email or phone, your team has to manually type it into the system. This takes time and introduces typos, missed details, or duplicate orders.
Real-Time Communication is Difficult
Phone calls and emails are asynchronous and don't capture updates effectively. By the time you call back about a load, information may have changed. EDI messages are delivered instantly and consistently.
Scaling Load Volume is Expensive
As you grow, hiring more dispatcher staff to handle paper-based orders doesn't scale. EDI allows you to handle more loads without proportional labor increases.
Partner Visibility is Limited
Without structured data flow, shippers and brokers don't know if you've accepted a load, when a pickup is happening, or if a delivery is delayed until they call. EDI enables real-time visibility into shipment status.
The Business Benefits
Speed: Orders appear in your inbox instantly and automatically
Accuracy: No re-typing, fewer errors
Cost Savings: Fewer staff hours spent on data entry
Better Partnerships: Partners get real-time shipment updates (pickup complete, in transit, delivered)
Scalability: Handle exponentially more loads without scaling headcount linearly
Compliance: EDI is an industry standard that many large shippers require
EDI Standards & Document Types
Message Type | Code | Purpose |
Load Tender | 204 | A shipper or broker sends you a load offer with pickup/delivery locations, dates, rates, and shipment details |
Response to a Load Tender | 990 | The shipper or broker sent confirmation that you received and validated their 204 message |
Shipment Status | 214 | The shipper or broker receives updates about your shipment progress (picked up, in transit, delivered) |
Invoice | 210 | The shipper or broker is sent billing information
|
How EDI Works in Truckbase (Steps Vary Depending on specific Setup)
Step 1: Receive a Load Tender (204)
When a shipper or broker sends you a load using EDI, structured data travels through and arrives in Truckbase as a Load Tender. The system automatically parses the data and extracts:
Shipment ID - shipper/broker tracking number
Pickup Location & Time - Where and when to pick up freight
Delivery Location & Time - Where and when to deliver
Freight Details - Commodity description, weight, quantity
Rate Information - How much you're being paid (linehaul, fuel surcharge, etc.)
Special Instructions - Handling notes, equipment requirements, etc.
In Your Inbox:
You'll see the load appear in your EDI Inbox as a card or list item. Each tender shows a quick preview: pickup date, customer, rate, and status. You can view the full details before deciding.
Step 2: Review & Accept/Reject
Accept: You review the load details and click Accept. Truckbase marks the tender as accepted and optionally sends a confirmation back to the broker (via a 990 acknowledgment message). The load is now an active order in your system and your team starts execution.
Reject: If the load doesn't fit your fleet or schedule, click Reject. You can optionally provide a reason code (e.g., "Equipment not available"). Truckbase sends this rejection message back to the broker so they can re-tender the load elsewhere.
Step 3: Auto-Map to an Order (If Enabled)
When you accept a tender, Truckbase automatically converts it into an Order with:
Pre-filled Stops (pickup and delivery) with locations, contacts, and times
Pre-populated Rates & Services (if your service defaults are configured)
Custom Fields mapped from the 204 data (e.g., PO numbers, reference codes)
Your team can then assign drivers, review the order, and start execution.
Step 4: Send Status Updates (214)
As your driver progresses through the load, Truckbase automatically sends status updates to the broker via EDI 214 messages:
Picked Up - When the driver completes the pickup stop
In Transit - When the shipment is moving
Arrived at Delivery - When the driver reaches the delivery location
Delivered - When the driver completes the delivery stop
The shipper or broker receives these in real-time and can see exactly where their freight is.
Step 5: Send Invoices (210)
Once the load is complete and invoiced, you can send an EDI 210 invoice to the shipper or broker. The invoice includes:
Line items (linehaul, fuel surcharge, accessorials)
Pickup and delivery dates
Shipment identification
Total due
Shippers and brokers can automatically feed this into their accounting system, speeding up payment.
Key Features in Truckbase
Load Tender Inbox
A dedicated inbox for all incoming 204 tenders. Filter by status (pending, accepted, rejected), sort by pickup date or customer, and search for specific loads. You can also delete or re-review tenders.
Status Update Automation
When a stop's status changes in Truckbase (e.g., driver marks "Delivered"), the system automatically generates and sends a 214 status update to the shipper or broker. This happens in the background without manual action required.
Customizable Settings per Customer
Different shippers and brokers have different needs. A couple examples below:
Accept Update Messages - Allow the broker to send update messages (04 purpose codes) for existing loads
Extract Commodities - Pull commodity details from specific EDI segments (L5 loop vs. OID loop)
Service Defaults & Rates
Truckbase can automatically populate rates from service defaults you configure. When a 204 arrives with rate codes (e.g., "LH" for linehaul, "FS" for fuel surcharge), Truckbase matches them to your service list and pre-fills rates on the order.
QuickBooks Integration
If your division is connected to QuickBooks Online, rates from 204s are automatically mapped to QBO service items, making invoicing seamless.
Invoice Preview & Sending
Before sending an invoice via EDI 210, you can preview it to confirm all line items and totals are correct. Then send it with a single click.
Common Scenarios
Scenario 1: A Shipper or Broker Sends Multiple Load Updates
A broker sends you a 204 load (purpose code 00 = new). You accept it. Later, they realize the pickup time changed and send a 204 update (purpose code 04). Truckbase detects it's an update to an existing load and shows it in your inbox as a new tender with the updated details. You can review and accept the update, which refreshes your order.
Scenario 2: A Shipper or Broker Cancels a Load
The shipper or broker sends a 204 cancel message (purpose code 01) for a load you haven't accepted yet. Truckbase marks the tender as cancelled. If you had already accepted the load, Truckbase can be configured to either:
Ignore the cancel (keep the order) — if your settings prohibit cancel messages
Show it as a new tender — so your team can manually cancel the order if needed
Scenario 3: Automatic Status Updates to the Shipper or Broker
Your driver starts the pickup. Truckbase detects the status change and automatically sends a 214 with "Arrived at Pickup" (code X3). Driver completes pickup → 214 sent with "Pickup Complete" (code AF). Driver arrives at delivery → "Arrived at Delivery" (X1). Driver completes delivery → "Delivery Complete" (CD). The shipper or broker sees each update instantly without you doing anything.
Configuration & Getting Started
Ready to set up EDI? Contact your Truckbase account manager or the Truckbase support team by emailing support@truckbase.com